OnBase How-To Work with Envelopes

Transcription

1 OnBase How-To Work with Envelopes Summary: This document will walk you through how to use OnBase Envelopes for sharing documents Envelopes provide a personal "filing system" to group documents together for easy access. Only the person who creates an envelope can view that envelope unless he or she wants to share it with other users. Since the envelope is simply an alternate way to retrieve documents, the documents remain accessible through the standard retrieval methods such as the Document Retrieval dialog box and custom queries Prerequisite: User must have permissions to use envelopes. Steps 1. In the OnBase Client module, open the New Envelope dialog box one of two ways: Click the Create New Envelope toolbar button. Select User Envelopes New Envelope. 2. Type a logical name for the envelope. 3. Click OK to create and open the envelope. The envelope s title bar includes the envelope name and the number of documents in the envelope. Opening an Existing Envelope: Open existing envelopes by selecting User Envelopes Open Envelope. The Open Envelope dialog box displays. The title bar displays the number of envelopes you currently have access to. When you select an envelope, the Open Envelope status bar displays the number of files in the selected envelope. If you require additional help, please enter a Service-Now request at or call the South Central RIC Service-Now Help Desk at SCRIC How To Work with Envelopes 1

2 To open an envelope, double-click on it or select one or more envelopes, right-click and choose View Selected. Envelope contents display in the same format as a Document Search Results list Adding and Removing Documents Adding Documents to an Envelope: From the Document Search Results list: 1. Select one or more documents from the Document Search Results list. 2. Right-click on the selected documents and select Send To Envelope. The Append to Envelope window is displayed. The number of available envelopes displays in the title bar. 3. Double click the envelope(s) to which you want to append the document(s). From an open document: 1. Right-click on the document and select Send to Envelope. The Append to Envelope window is displayed. The number of available envelopes is displayed in the title bar. SCRIC How To Work with Envelopes 2

3 2. Double click the envelope(s) to which you want to append the document(s). Removing Documents from an Envelope: 1. Open existing envelopes by selecting User Envelopes Open Envelope. 2. Open an envelope from the Open Envelope dialog box. 3. Select the document(s) to remove. 4. Right-click and select Remove the selected document from the envelope, or select Remove All to remove all documents from the envelope. A confirmation message displays, asking you to confirm the removal of selected items from the envelope. Note: The documents are removed from the envelope, but not permanently deleted from the system. They can still be retrieved through the Document Retrieval dialog box. Viewing Documents in an Envelope: Double-click on a document in the envelope to view it. Note: Depending on your rights, you may only be able to see either revisions or versions of any document that may reside within an envelope. Documents that you do not have rights to view contain the word Restricted in the Auto-Name String. SCRIC How To Work with Envelopes 3

4 Printing One or More Selected Documents from an Envelope To print one or more selected documents from an envelope: 1. Open existing envelopes by selecting User Envelopes Open Envelope. 2. Open an envelope from the Open Envelope dialog box. 3. Select one or more documents from that envelope. 4. Right-click on the Envelope window and select Print. The Print dialog box is displayed. The auto-name string of the first document that was selected and the total number of documents selected is displayed. 5. To print the first document, click Print. To print all selected documents, click Print All. Note: Each document selected is treated as an individual print job unless the Single Print Job check box is selected. SCRIC How To Work with Envelopes 4

5 6. Once the first document is printed, the Print dialog box is displayed for the next selected document. Note that the number of documents remaining has been updated on the Print dialog box. 7. Click Print to print the selected document or click Print All to print all remaining documents. Note: If Print All is selected after one or more of the selected documents have already been printed, the documents that have already been printed are not re-printed. Sharing an Envelope: Caution: A user may be able to view documents in a shared envelope even if he or she does not have rights to view if those documents. Note: To share an envelope, you must have full control of the envelope and envelope sharing privileges. To share an envelope and its contents with other users; 1. Select an envelope. 2. Right-click and select Envelope Sharing. The Envelope Sharing User Configuration dialog box displays. 3. Add the user(s) to share the envelope with. 4. To allow additional permissions for each user, select the user and click Settings. The Envelope User Settings dialog box displays. SCRIC How To Work with Envelopes 5

6 5. Assign the user appropriate permissions, which are described in the following table: 6. Click Save. 7. Click Close to exit Envelope Sharing User Configuration dialog box. Envelope Right-Click Options: Within the Open Envelope dialog box, select an envelope or envelopes and right-click to display a list of options. To open an envelope, double-click on it or select one or more envelopes, right-click and choose View Selected. To de-select an envelope or envelopes, right-click and select Clear Selected. To delete a selected envelope or envelopes, select the envelope(s), right-click and select Delete Selected. To share envelopes with other users, select Envelope Sharing. To print all documents within an envelope, right-click and select Print All. To print a specific document, select that document, right-click and select Print. From the Print (Multiple Documents) dialog box, you can print the selected document by clicking Print or print all the documents within the envelope by clicking Print All. If necessary, click Refresh after making changes to update the display SCRIC How To Work with Envelopes 6